To respond to a public or private tender, one always follows the same path: reading the file, deciding to go ahead, writing the technical report, calculating the costs, gathering the administrative documents, submitting them. Public tenders impose their own rules and forms; private ones allow the buyer to set their own. In both cases, the difference in the technical part comes down to what the response proves.
In short
- Six stages, In that order, for any call for tenders.
- Public : rules established by the Public Procurement Code. Private : rules set by the buyer.
- An offer can be lost without the substance being at issue: a missing piece, a forgotten criterion, an outdated date.
The six steps to respond to a tender
1. Read the file
Download the consultation file and start with the Rules for the consultation : criteria for judging, weighting, required documents, deadline → Detail in How to analyse a tender dossier (DCE) before deciding whether to bid?
2. Decide to go there
Before investing days of work, check that you can meet all the elimination requirements, that the most demanding criteria correspond to your strengths, and that you have time to respond.
3. Write the technical report
Take the sub-criteria of the regulation as a structure and prove each claim: references, means, methods. → Detail in Method statement: what does the buyer actually score?
4. Calculate
Fill in the price components provided (BPU, DPGF or DQE) without changing their structure. Check the consistency between your pricing and what you are announcing in the memo.
5. Assemble the administrative parts
DC1 and DC2 or DUME, Kbis, certificates, guarantees, certificates, references. Check the expiry date for each. → Detail in DC1, DC2, DUME: which administrative documents to provide for the tender response?
6. Return
On the indicated platform, in the requested format, before the deadline date and time. Do not put it off until the last minute: an online deposit can take time.
Public or private tender: the differences
| Public market | Private market | |
|---|---|---|
| Rules | Public procurement code | Fixed by the buyer, if he is not subject to the code |
| Advertising | Mandatory according to the amount and procedure | Free: often by invitation or after referencing |
| Criteria | Published in the notice or documents of the consultation, weighted in the formalized procedures | Free, not always reported |
| Negotiation | Possible in certain procedures only | Courante |
| Candidate | DC1 / DC2 or DUME | What the buyer asks for |
| Deadlines | Guided by the code | Fixed by the buyer |
What doesn’t change: the buyer compares responses and chooses the best one based on his criteria, the price and what the response proves.
Where do the days go
An answer is not decided only at the time of writing. It involves four stages:
- The reading from the file, to understand what is being requested.
- The collection pieces of information, held by the people who possess them.
- The editorial team of the technical report.
- The calculation, and the verification of its consistency with the report.
The collection is the most difficult time to plan: a certificate to renew, a reference to validate, a CV to update.
Mistakes that lead to the loss of a tender
- A missing or expired item in the candidacy.
- A criterion with no response in the report, because the structure did not follow the regulations.
- A generic memo, copied from a previous answer.
- A modified price item or inconsistent with the memoir.
- Late deposit, or in a format that is not accepted.
Respond with Optima Proposal Manager
Optima Proposal Manager accompanies these six steps in a single tool:
- he analyses the file : classification of the pieces and extraction of the judgment criteria; ;
- he leaves you decide whether to go there or not; ;
- he Draft with you the technical report, based on your documents and past responses; ;
- it helps you to calculate the DPGF and keep your prices for the future; ;
- he exports the memory, the calculation and the DC1 / DC2.
It is configured for building and works, training and consulting, IT and digital technologies, cleanliness and restoration, in both public and private markets. Its most comprehensive business rules today are: building and training.
Frequently asked questions
What are the steps for responding to a tender?
Read the dossier, decide to go ahead with it, write the technical report, calculate the figures, collect the administrative documents, and submit the response before the deadline.
What is the difference between a public and private call for tenders?
Public procurement follows the Public Procurement Code: advertising, published criteria, application forms. A private buyer not subject to this code sets their own rules freely, and negotiation is common there.
Where can I find public tenders?
On the publication platforms and buyer profiles indicated in the tender notices.
How to find private tenders?
Most often by invitation, or after a referral from the buyer. There is no requirement for advertising for a private buyer who is not subject to the code.
How long does it take to respond to a tender?
It depends on the file and the organization of the company. What most changes this time is the collection of documents and information.
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